Travel Agency Assist - AO Trips

After May 2, 2025, any changes made to your transportation choice could result in penalty fees.  If you are flying into or out of airports other than the group airports of Madrid (MAD) and Barcelona (BCN), you will need to select the Make Your Own Arrangements option. The Travel Agency Assist transportation option will only be available using the group airports of Madrid (MAD) for arrivals and Barcelona (BCN) for departures.

Reimbursements will only be made for coach/economy class tickets.  We will not reimburse for upgrades or other add-ons, such as inflight Wi-Fi, meals, premium seating, luggage, insurance or other items that are not a part of the base price of the ticket.

• If you are flying on dates other than the group travel dates or visiting other destinations, we will reimburse for the flight from your home city to the first destination and back home from your final destination.  We will not reimburse for flights or other transportation in-between your departure and return dates or for flights that include a hotel stay in another city.

• If your flights are delayed or cancelled, you will be responsible for rebooking your flights.

• Reimbursements will not be made for additional expenses incurred due to flight delays or cancellations.

Reimbursements will be sent to you via check from Auto-Owners Insurance AFTER you have traveled on the trip.

Auto-Owners Insurance will reimburse you for the cost that you paid for your flights up to the maximum amount of $1800 per traveler. 

• Upon receipt of your itemized flight itinerary and charges from Gavel International, we will confirm your reimbursement amount.  Should you later make changes to your itinerary, your reimbursement amount will not change. 

• Air allowances will not be reimbursed for cancelled trips.

For travel planning assistance (upgraded seats, trip extensions or hotel upgrades), you will work directly with Gavel International.  Flights must be booked by June 2, 2025 in order to receive reimbursement.

• For hotel upgrades and extensions, please do not contact the hotel directly.  Gavel International will send you a deviation request form in early March 2025 and will negotiate that on your behalf.

• Please do not contact Gavel International to have your flights booked until you have been assigned to your travel dates. 

• Gavel International will submit a copy of your itinerary and receipt to Auto-Owners in order to have your reimbursement processed after travel. 

Transfers from/to the airport/hotel will be provided when the following criteria is met:

• You are arriving/departing on designated group arrival/departure days.

• If you are extending your trip before or after the group dates and your arrival or departure date overlaps with those of another group, transfers will be provided within the designated times below.

• You arrive into Adolfo Suarez Madrid-Barajas Airport (MAD) in Madrid between 7:30AM-10:30AM on a group arrival day. You depart from Josep-Terradellas Barcelona-El Prat Airport (BCN) in Barcelona between 9:00AM-12:00PM on a group departure day.  Please note: travelers will take an overnight flight from the U.S. to Madrid.  The trip start date is the departure date from the U.S., with arrival into Madrid on the next day.

• If your flight is delayed causing you to arrive after the arrival window indicated above, transfers will not be provided unless there are other A-O travelers on that same flight using program air.

• Your complete flight itinerary and receipt must be received by June 2, 2025.

Note: If you arrive at MAD prior to 7:30AM on a group arrival day and wish to wait for a transfer, please notify Gavel International in advance. You will be placed on the earliest departing vehicle with available space.

Acceptable forms of payment are American Express, Visa, or MasterCard.

Note: The Extra Hotel Nights/Upgrade service fee will be charged immediately to a credit card upon the electronic submission of the form. Once charged, this fee is non-refundable.

If you do not meet the above criteria to join the group transportation or if you arrive or depart on non-group arrival and departure days, you will be responsible for your own transportation arrangements to and from the airport and the hotel. The transfer time from the Adolfo Suarez Madrid-Barajas Airport (MAD) to The Palace Madrid is approximately 40 minutes depending on traffic.

Refer to the Ground Transportation page on our website.